---
title: "Track chair: Changing review assignments mid-review"
description:   During the review, you may have to assign/re-assign reviewers to submissions. This may be because they cannot complete their workload or because your deadlines are approaching and you need reviews c
---

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# Track chair: Changing review assignments mid-review

During the review, you may have to assign/re-assign reviewers to submissions. This may be because they cannot complete their workload or because your deadlines are approaching and you need reviews completed quickly. In re-assigning reviewers, emails may be sent to the reviewer who has been removed and the reviewer who has been assigned. 

There are two options to make changes:

- Assigning recommended reviewers to empty reviewer slots
- Manually matching a specific reviewer to a specific review

 

### Assigning recommend reviewers to empty reviewer slots:

You can quickly assign recommend reviewers to one, multiple or all submissions that have empty reviewer slots. Recommended reviewers are those that:

- shares *all topics* in common with the submission AND
- who have not met or exceeded review limits.
  
    - Example: You limit all reviewers to receiving 5 reviews maximum. Reviewer with 5 reviews will not be assigned new ones.

**Important note!**

The system will assign the first 3 star reviewer to the empty reviewer slot on all submissions, until that reviewer has received the maximum number of reviews allowed in your system based on:

- Maximum number of submissions per reviewer
- Reviewer specific limits

 

To use this feature:

1. Go to the **Reviews** hub and ensure you are viewing the **List of Submissions**
2. Apply any filters, such as tracks or format, or search for the specific submission using the search bar
3. You can either: 
     1. place a check in the box to the left of the submission(s) title you wish to impact
     2. place a check in the box at the top of the submissions list to impact all submissions in the list
4. Select the **Actions** menu
5. Select **Assign Recommended Reviewers**
6. Confirm your choice in the pop up
7. That's it! The system will let you know when the reviewers have been assigned

 

![](https://help.exordo.com/hs-fs/hubfs/image-png-Mar-12-2026-12-00-47-4525-PM.png?width=670&height=520&name=image-png-Mar-12-2026-12-00-47-4525-PM.png)

 

### Manually matching reviewers:

Need to take a closer look or assign reviewers that aren't a perfect match? No problem! You can:

1. Go to the **Reviews** hub and ensure you are viewing the **List of Submissions**
2. Apply any filters, such as tracks or format, or search for the specific submission using the search bar
3. Select either: 
     1. the no reviewer slot
     2. the reviewer's name you wish to change
        
        ![](https://help.exordo.com/hs-fs/hubfs/image-png-Mar-12-2026-11-22-54-9075-AM.png?width=670&height=387&name=image-png-Mar-12-2026-11-22-54-9075-AM.png)
4. Choose one of four action in the pop up window: 
     1. **Recommended Reviewers:** Choose one of the recommended reviewers as determined by Ex Ordo's statistical analysis of the underlying submissions and available reviewers. They system may show you up to 3 names in the pop up window if there are perfect topic matches.
     2. **Search by Name or Email:** Browse or search the full list of available reviewers available to you.
     3. **Invite a Reviewer:** Invite an external reviewer that is not currently available in the list of reviewers. This is useful if you would like to invite a colleague who has not yet been invited to be a reviewer for this conference.
     4. **No Reviewer:** For whatever reason, you may decide to leave one of the review slots vacant. The submission will then receive one less review than the other submissions in your list. 
        
        ![](https://help.exordo.com/hs-fs/hubfs/image-png-Mar-12-2026-11-23-50-9179-AM.png?width=670&height=698&name=image-png-Mar-12-2026-11-23-50-9179-AM.png)
5. That's it! You can now make other changes, if needed.

### Automated emails related to reviewer changes during the review:

Depending on the site sendings chosen by the conference organisers, changing review assignments mid-review may send two automated emails. One to a reviewer that has been **Unassigned from the submission** to let them know they have been removed as a reviewer and one automated email to a **Newly assigned reviewer** to let them know they have a new submission to review.

We advise checking with the conference organisers to find out if these emails are sent.

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